open the needed section or folder where you want to upload your files to by selecting corresponding options at the left-side panel,

click the button in the left upper corner within the 'Documents' module,

choose the files you want to upload to the online office in the file manager window and click the Open button.

Or simply drag-and-drop a file from your computer to the working area to upload it to your portal even more easily.

The uploading process will start, right after that the uploaded file(s) will be converted to the Office Open XML format. By default both files (file in original format + file in Office Open XML format ) are placed into the selected folder. If you don't need files in original format at the portal, you can uncheck the Save the file copy in the original format as well box. It'll be taken into consideration during the next uploading operations and a converted file will be placed as a new revision of the original file rather than as a new separate file.

If the file with the same name already exists in the folder, a copy of the file will be created by default. If you wish to update the version of the existing file, click the Common Settings link from the Settings list on the left side panel and check the Update the file version for the existing file with the same name option. This parameter will be applied to all the files uploaded afterwards.

To integrate your Box, Dropbox, Google, OneDrive, SharePoint, Yandex account with Documents, use the corresponding buttons on the left-side menu after reading instructions in this article.

You can also create new files or folders within Documents. To do that,

open the needed section or folder where you want to create a new file by selecting corresponding options at the left-side panel

click the Create button in the left upper corner and select one of the following options:

Document to create a new text document

Spreadsheet to create a new spreadsheet

Presentation to create a new presentation

Folder to create a new folder

enter a name for your file or folder into the appropriate field and click the icon

Viewing/editing documents

You can view and edit your documents, spreadsheets, presentations right on the portal using multi-functional Online Editors. You can also view media files stored on the portal in the most popular formats, including mpeg, mp3, mp4, webm etc., as well as the bmp, jpg, jpeg, png, gif, tif, tiff images.

To edit a document, just click its title or the icon to the right of the file title and it will be opened in a new tab of the Internet browser.
If a file is currently being edited by another user, you will see the colored pencil icon. Place the mouse cursor over this icon to see who is editing the file at the moment.
Click it to open and edit this document simultaneously with other portal users.

To edit a file, you can also click the icon next to it and select the Edit option.

Once you edit a document, spreadsheet, presentation and save changes you made, both revisions of your file will be available, so that you'll be able to restore the previous one if necessary. The available revisions can be grouped into the versions. To learn more, please refer to this article.

If you have no rights to edit the document, clicking its title you will open it with the corresponding online office Viewer. The image files will open in the same window, the text files will be shown in a new tab of your Internet browser.
The online office Viewers offer standard tools to zoom in/out your files, adjust their size, navigate between pages, download or print them.

To view a file, you can also click the icon next to it and select the Preview option.

The portal guests can't use Online Editors. To open or edit a file, they need to download it first to their computer. If any changes are made, the guests will need to upload the files back to the portal after that. In case the guest has full access to this file, it can be overwritten. If not, the file can be uploaded under some other name only.

When viewing media files with the online viewer, you can use corresponding buttons to start or pause the playback, adjust volume level or switch to the full screen mode, go to the previous or next media file, download or delete the file.

When viewing image files with the online viewer, you can use corresponding buttons to zoom in or zoom out the image, go to the previous or next image, display the image actual size (if the image has been zoomed in or out), rotate the image clockwise or counterclockwise, go to the previous or next image, download or delete the file.

Managing documents

To quickly find a necessary document make use of the filter at the top of the document list.

Click the button and specify the necessary filter parameters:

To filter items by TYPES choose one of the following options: Folders, Documents, Presentations, Spreadsheets, Images, Media, Archives, or All files.

To filter items by AUTHOR click the User or Group option and choose the necessary user or group.

To include subfolders in search click the All subfolders option in the SEARCH section.

Enter a document title, entirely or partially, in the filter field and press the Enter key to display the found item(s). The search location is displayed above the search results. If necessary, you can exclude subfolders from search clicking the all subfolders link. If you want to go to the folder where the found file is located, right-click the file and use the Open location option. To go to the parent folder that is one level up from the current folder use the arrow.

By default, all the files are sorted by Last modified date in descending order (later dates to early ones). If necessary, you can sort the items by Creation date, Title, Type, Size or Author opening the Sort by drop-down list to the right of the Filter field and choosing the necessary option. To change the sorting order from Descending to Ascending click the icon.

You can perform the following operations with your documents:

Download in the original format to your computer hard disk drive

Download as a file in the selected format to your computer hard disk drive

Move to another section or folder within the 'Documents' module

Copy a file and move the created copy to the selected section of the 'Documents' module

Delete a file moving it to the 'Recycle Bin' section of the 'Documents' module

Rename a file

Block a file for further editing by other users with the corresponding editing rights

Finalize the current version of a file and create a revision for a new one

Show version history and restore one of them

Create a copy of a file in the current folder

Share several documents at once for the portal users

Copy the link to a document to clipboard for portal users

Send by email

To share, download, move, copy, or delete a file,

open the needed section of the 'Documents' module clicking the corresponding option at the left-side panel

check the boxes next to the files you want to manage

click the needed button at the top depending on the operation you want to perform

If the documents that you want to share have different sharing settings (for example, users can only view the document X but they have the full access rights to the document Y) you'll see the Varies status in front of the user name in the 'Sharing Settings' window. You can always change the status for all the selected documents for each separate user selecting the necessary option in the drop-down list in front of the user name.

To rename, block, finalize, view the version history of a file or copy the link to it (or perform any of the above mentioned operations),

open the needed section of the 'Documents' module clicking the corresponding option at the left-side panel

find the needed document and click the icon next to it

select the corresponding option depending on the operation you want to perform. To learn more about the available context menu options, please read this article.

To learn how to manage the previous revisions/versions of a document, please refer to this article.

You can rename documents not only from the file list in the Documents module but also from the editor interface directly while editing. To do that,

click the File tab of the top toolbar and select the Rename... option,

in a new window that opens, enter the necessary File name and click OK.

Sharing documents

You can set permissions to the files stored in the My Documents section, so that a particular portal member or a group of them will be able to read or edit your files.

A module or full access administrator can define access settings in the Common Documents folder. Read more on the portal administrator/user/guest access rights in the Getting Started: People section.

Permission levels

Generally, there are three main permission levels: editing (read and write), restricted editing and preview (read). In the Documents module, you can set the following permissions on a file:

Full Access - a user or group will be able to view and edit the document. All the editing options including review features, form filling and commenting will be available.

Restricted Editing: Review, Form Filling and Comment. These access rights allow to restrict the users' ability to modify a shared file.

Review - a user or group will be able to view and change the document without actually editing it. Form filling and commenting will also be available, but all the changes made by a reviewer will be recorded and shown to the file owner (or a person who has full access to the file) so that he/she will be able to accept or reject them.

Form Filling - a user or group will be able only to view the document and fill in the forms (content controls) inserted into the document. All other editing options except entering text into the forms will not be available.

Comment - a user or group will be able only to view the document and add comments, as well as manage them (edit or delete comments, add replies or close the discussion). All other editing options except working with comments will not be available.

The Review and Form Filling options are only available for the .docx files.

Read Only - a user or group will be able only to view the document. In this case, editing options are not available and the file cannot be modified.

Deny Access - this option is used to block access previously granted to a user or group.

The following table illustrates which actions can be performed by a user depending on the access rights that have been granted to him/her:

View document

Add and manage comments

Fill in forms

Edit document

Full Access

+

+

+

+

Review

+

+

+*

+*

Form Filling

+

-

+

-

Comment

+

+

-

-

Read Only

+

-

-

-

* - all changes must be viewed and accepted/rejected by the file owner or a person who has full access to the file.

If you want to share a folder, you can choose one of the following access types: Full Access, Read Only and Deny Access.

To learn more about folder permissions within the Documents module refer to this article.

Providing access to a file/folder

Find a file (or a folder) you want to share and click the Share button to the right of its title. In the opened 'Sharing Settings' window you can:

provide access to a file/folder for your portal users/groups

provide access to a file for anyone else (including people outside the portal)

by sharing a link to a document

by embedding a document into a web page

When the file is shared, the Share button to the right of its title is highlighted with a more intense color.

Sharing documents with portal users

If you want to grant access only to people who can log in to your portal,

set a default access type for all the persons/groups you want to share the document with. The Read Only option is selected by default. Click the icon next to the the Add Users or Add Groups button and choose the necessary option: Full Access, Review, Form Filling, Comment, Read Only, or Deny Access. The available options may differ depending on the file type.

click the Add Users or Add Groups button to open the user/group list

check the persons (groups) you want to share the document with and click the Save button

When adding users, you can check them one by one using the filter field at the top to facilitate the search. It's also possible to check the necessary group or the Select all option on the right to add all the users from the selected group or all the portal users respectively.

if necessary, change the permission details for each particular user/group selecting one of the available options from the drop-down list next to the person/group name.

To remove a user/group from the list use the icon.

You can grant access to all portal members except several of them or a certain group instead of adding every member separately.
For this purpose, just click the 'Add Groups' button, select the 'Everyone' option and set the necessary access type for it.
Then add a certain group or user using one of the buttons and select the 'Deny Access' option.

leave the Send notification box checked to send a standard email message to the persons you shared your document with

click the Add message link to add your own text to the standard email notification

press the Save button at the bottom of the window

Each portal user you shared the file with can find this document in the Shared with me section.

If you need to get a link to the shared file so that you can send this link to the portal users, click the icon within the 'Sharing Settings' window. The link will be copied to the clipboard.

Sharing documents using the link

To enable the possibility to grant access to the file to everyone with the link to it or to embed the file into a web page so that every visitor of this page can view the document, click the External link access switcher within the 'Sharing Settings' window - after that the available parameters will be displayed.

Sharing the link to the document

define the access type choosing the Full Access, Review, Form Filling, Comment, or Read Only option from the list next to the External link access caption. The available options may differ depending on the file type.

use the Shorten option to get a shortened link,

select the way you want to share the document:

Copy the link to the clipboard to send it via a messenger or in any other way.

Click the icon to send the link via email. If you are already using the Mail module, a message template will open in a new tab. You can specify the email addresses to send the link to, edit the accompanying message and click the Send button.

In the To: field, enter the email address of the person you need to send the link. You can start typing the recipient email address or name and choose the needed one from the list. The contacts stored in your address book that match the entered characters are displayed there as you type (i.e. your personal, CRM and portal contacts as well as email adresses you've already sent emails to).

You can add as many recipients as you wish. Select several addresses from the list one by one or enter multiple new addresses separated by commas. If an email address is entered incorrectly, the address block will be highlighted in red. To edit an address, double click the necessary address block. To delete an address, click the icon.

Click one of the social network icons to share the link via your corresponding social account.

close the 'Sharing Settings' window clicking the Close button

To deny access via the link to the previously shared document, you can choose the Deny Access option from the list or click the External link access switcher once again to disable this option.

Getting the embedding code

click the Embedding document link in the right part of the window

select the size of document viewer window from the available ones or set its custom width and height